Executive Assistant to CEO & Office Manager

Executive Assistant to the CEO & Office Manager at Nord Quantique, Sherbrooke, QC, Canada. A executive-level full time position in the Engineering team, listed under business operations.

The Executive Assistant to the CEO & Office Manager provides high-level administrative support to the CEO while ensuring the smooth day-to-day operation of the Sherbrooke office. Reporting to the Vice President, Human Resources, this role works closely with the CEO and provides selected administrative support to other members of the executive team. The CEO remains the primary executive supported by the position.

This position requires someone who is highly organized, discreet, proactive and comfortable moving between executive-level responsibilities and hands-on office coordination. The ideal candidate anticipates needs, exercises sound judgment, creates structure in a fast-moving environment and represents the organization professionally with both internal and external stakeholders. This is an office-based role in Sherbrooke given the importance of the workplace and employee experience responsibilities.

Working in close collaboration with the CEO, the person in this role will be responsible for :

• Manage and optimize the CEO’s calendar, including scheduling, prioritizing meetings and resolving conflicts.
• Coordinate domestic and international travel, including flights, accommodation, ground transportation and detailed itineraries.
• Organize internal and external meetings involving employees, customers, investors, Board members, partners and other stakeholders.
• Ensure the CEO is appropriately prepared for important meetings by coordinating agendas, materials and logistics.
• Track key commitments, follow-ups and deadlines arising from meetings when required.
• Prepare and submit expense reports and support other administrative requirements.
• Protect the CEO’s time by applying sound judgment around priorities and scheduling.
• Anticipate upcoming needs and proactively address scheduling or logistical issues.
• Handle sensitive and confidential information with a high degree of discretion.

• Judgment and prioritization :
  Understands what is important, what can wait and when escalation is required.
• Anticipation:
  Looks ahead and identifies what the CEO, executives or office will need before being asked.
• Organization:
  Creates structure, maintains strong follow-through and manages complex schedules and logistics effectively.
• Discretion:
  Handles sensitive business and employee information appropriately.
• Communication:
  Communicates clearly, professionally and confidently in both French and English with a wide range of internal and external stakeholders.
• Service orientation:
  Approaches both executive support and workplace responsibilities with professionalism and a willingness to help.
• Adaptability:
  Comfortable shifting between high-level executive support and practical office responsibilities.
• Ownership:
  Takes responsibility for problems and follows them through to resolution.